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Michigan Department of Education
Office of Special Education

2. January Workbook Overview
For Districts and ISDs

3. Meet the Team Office of Special Education (OSE)
Jessica Brady, Supervisor
Jeanne Anderson Tippett
Janet Timbs
Shawan Dortch
Kathleen Hoehne
Charles Thomas
Aaron Darling
Public Sector Consultants (PSC)
Karen Hairston
Lynne Clark
Sarah Greer
Michigan Department of Education
Office of Special Education

4. Agenda January Workbook Overview CIMS Navigation Refresher Resources
Questions?
Michigan Department of Education
Office of Special Education

5. January Workbook Contents
Michigan Department of Education
Office of Special Education

6. Workbook Overview Strand Report Monitoring Activities Report (MAR)
Complaint CAPs
Focused Monitoring (FM) Reports of Findings (Significant Disproportionality (SD))
Letters of Findings (B-11, B-12 for School Years and 15-16)
Closeout and Non-closeout Reports
NEW - Data Alert Letter for B-Timely IEP
The Data Alert letter is new but it may seem familiar if your district has gotten either a disproportionate representation warning or a B-5 data alert. The Timely IEP letter is being issued instead of a CAP because we learned last year that the majority of the cases that appear as noncompliant are actually a matter of holding more than one IEP in a count period. Of course the Student Record Maintenance feature of MSDS can be used to add these IEP dates but without that information, we can not determine compliance. So these letters are letting the district know, that if we went strictly on the data in MSDS, you would be noncompliant. Please use the SRM if you hold more than one IEP in a count period. That will avoid the false noncompliance.
Michigan Department of Education
Office of Special Education

7. Accessing the Strand Report
The Strand Reports summarizes your district’s performance on the State Performance Plan(SPP) Indicators.
Access the January 2017 Strand Report from your Reports Page.
Michigan Department of Education
Office of Special Education

8. Strand Report Example
You are able to print the document (use Print Version at the top of the screen to print a PDF).
Review information with your Review and Analysis Process (RAP) Team and share this report with all appropriate persons in your district.
Michigan Department of Education
Office of Special Education

9. Strand Report Content
The Strand Report includes links to the CIMS training website and other pages in Workbook.
Each indicator will have a Thumbs Up or Thumbs Down for a quick view. If there is a Thumbs Down, the far right column will then have a description of what action is required.
Michigan Department of Education
Office of Special Education

10. MAR
The Monitoring Activities Report (MAR) is included in every major Workbook and provides important information to districts.
The MAR can be accessed from the Reports page.
Some messages are universal and go to all districts.
Some messages are targeted, and are sent only to specific districts.
Reminders to review Reports of Findings/No Findings
Reminders to review data alert letters
Reminder for Data Alerts: They do not require any corrective action. They are a reflection of the data that the State has received through MSDS. They are intended to give districts a chance to review their data collection and submission practices to be sure that the correct data is being submitted. It is not expected that the district will update or change any data.
Michigan Department of Education
Office of Special Education

11. Sample MAR Michigan Department of Education
Office of Special Education

12. Complaint CAPs Complaint Corrective Action Plans:
Are issued each month as needed
Follow established CAP workflow and timelines
Include links to the complaint reports
Have system level correction, not student level correction
Are verified as corrected by the ISD representatives
Complaint corrective action plans can be issued in any cycle.
For any ISD Representatives who are listening, there were Complaint CAPs issued in the April 2016 workbook that have been submitted to you for verification and closeout. Those are due to MDE on February 1. If you need help, there is a recorded webinar about verifying them and a how to document on the training site.
Michigan Department of Education
Office of Special Education

13. Reports of Findings/ No Findings and FM CAPs
Based on Monitoring Activities from fall 2016:
SD-Disc, SD-EE, SD-ID
A Report of No Findings requires no action.
A Report of Findings results in an FM CAP (Unless an Expedited Correction was completed)
Access your CAP from your Task List or the Compliance Tab
Work with your TA Provider to complete your CAP
Michigan Department of Education
Office of Special Education

14. January Workbook Activities
CAPs:
B-11
B-12 (SY and SY 15-16)
B-Complaints
Focused Monitoring CAPs:
SD-Disc, SD-EE, SD-ID
Michigan Department of Education
Office of Special Education

15. Handling of the B-12 Data 14-15 Data 15-16 Data Outcome
Compliant or No Data
No finding or CAP
Noncompliant
Finding and CAP issued for 15-16
Compliant
Finding but no CAP issued
Finding and 1 CAP issued for and data
No Data
Finding and CAP issued for 14-15
The OSE has issued 5 Findings with CAPs for 14-15, 73 Findings and CAPs that span both and 15-16, and 121 Findings with CAPs for
Michigan Department of Education
Office of Special Education

16. CIMS Navigation Refresher
Michigan Department of Education
Office of Special Education

17. CIMS Navigation Refresher
Michigan Department of Education
Office of Special Education

18. CIMS Process Michigan Department of Education
Office of Special Education

19. Acknowledging Reports
Reports must be acknowledged by February 15,
You cannot complete work in your Workbook until you have acknowledged your reports.
What to do when you have acknowledged?
Review Reports page – Does my district have findings?
Review Strand Report – What are our next steps?
Review MAR
Decide if you need to convene a Review and Analysis Process (RAP) Team
Michigan Department of Education
Office of Special Education

20. Step 1: “Click Here” Michigan Department of Education
Office of Special Education

21. Step 2: Click “Acknowledge Reports”
Michigan Department of Education
Office of Special Education

22. Assemble a RAP Team
If you have a finding, you need to convene a RAP Team.
Suggested RAP Team members include:
OSE Technical Assistance (TA) provider
CIMS coordinator
Special education administrators/general education administrators/ISD representative
School improvement team representative
Parents
Service providers
Data experts or program specialists
Michigan Department of Education
Office of Special Education

23. 3) Complete Tasks with RAP Team
CAPs:
B-11
B-12 (SY and SY 15-16)
B-Complaints
SD-EE
SD-Disc
SD-ID
This process can take up to one year to complete.
Michigan Department of Education
Office of Special Education

24. 4) Provide Feedback
After completing tasks, provide feedback and your Workbook will be complete.
Once all activities are complete, you will be prompted to provide feedback. Your workbook will remain available to you until you complete this or it is administratively closed. We do not administratively close them for about a year after the work is done.
Michigan Department of Education
Office of Special Education

25. Resources
Michigan Department of Education
Office of Special Education

26. Resources Available Visit CIMS Training site
Contact your ISD Representative
or call Help Desk
Michigan Department of Education
Office of Special Education

27. CIMS Training Site http://cims.cenmi.org
This homepage has due dates for ISD reps and local districts.
Michigan Department of Education
Office of Special Education

28. CIMS Training Site: General Resources
General Resources are available on each indicator page to help your RAP Team analyze your district data, policies, practices and procedures.
Michigan Department of Education
Office of Special Education

29. CIMS Training Site: Probe Questions
Probe Questions are available on each indicator page to help your RAP Team analyze your district data, policies, practices and procedures.
Print a copy before your RAP Team meeting!
Michigan Department of Education
Office of Special Education

30. CIMS Help Desk
Need help completing a task in CIMS? Having trouble with your username and password?
Contact the CIMS Help Desk
Phone:
CIMS Training site and information will continue to be updated as we go through the cycles.
Michigan Department of Education
Office of Special Education

31. Upcoming Dates April 2016 Workbook: September 2016 Workbook:
Submit Cross Indicator Analysis: February 1
ISD Reps: Submit closeout: February 1
September 2016 Workbook:
Submit CAP Progress report: February 15
November and December 2016 (Complaint CAPs):
Submit CAP: February 1
January 2017 Workbook:
Acknowledge Reports: February 15
Submit CAP: March 1
Note the due date for the Cross Indicator Analysis. Note the April 2016 data CAPs that are due from ISD Reps on Feb 1, those CAPs have the data reports loaded in CIMS to determine if you need a verification file review or not.
Michigan Department of Education Office of Special Education

32. Questions? Michigan Department of Education
Office of Special Education

33. Office of Special Education
Teri Chapman, Director,
Janis Weckstein, Assistant Director,
Jessica Brady, Supervisor,
Jeanne Anderson Tippett,
Janet Timbs,
Shawan Dortch,
Kathleen Hoehne,
Charles Thomas,
Aaron Darling,
Special Education Information Line:
Contact Information
Michigan Department of Education
Office of Special Education